Challenges
Organizations who rely on paper-based logbooks for their asset management face several significant challenges:
Inaccurate and Incomplete Records
One of the major problems with traditional paper-based logs is the increased likelihood of errors, omissions, or illegible entries. Handwritten data entry can be incomplete, inaccurate, or illegible, creating compliance issues and reducing confidence in the data.
Lack of Standardization and Consistency
It is almost impossible to ensure logging activities follow a consistent structure and are performed in compliance with standard operating procedures across multiple sites and teams when using paper logs. Poor paper processes lead to poor data quality, which can result in significant financial and safety risks to the business, its employees, customers, and the public.
Accountability and Traceability Issues
With paper logbooks, there is no clear audit trail to determine who recorded what and when. It is difficult to ensure accountability and track changes made to asset records over time.
Lost or Damaged Records
Physical logbooks can be easily misplaced, lost, or damaged in fires, floods, or other disasters, which can result in costly rework and delays. Also, accessing information from massive warehouses of paper documents is extremely inefficient in terms of time and resources.
Inefficient Workflows and Collaboration
Paper-based logs hinder real-time data access, instant communication, and collaboration across teams managing field assets. Manually searching for and adding data to other systems is unnecessarily time-consuming, reducing productivity.
Compliance Risks
Paper logs make it challenging to maintain complete, consistent audit trails required for regulatory compliance in asset-intensive industries. Without trustworthy data, companies risk receiving hefty fines and possible shut downs.
Solution
TrueContext has designed a fully industrialized end-to-end solution that addresses these challenges.
Our Asset Maintenance Solution, with our Digital Logbook, streamlines record-keeping for your assets. It centralizes data and provides real-time updates on information like asset status, maintenance logs, and user interactions. This solution enhances efficiency, minimizes errors, and enables easy retrieval of historical data. With this solution, users can track asset utilization, schedule maintenance, and receive automated alerts, promoting proactive management.
Value
By using TrueContext’s Asset Maintenance Solution, with our Digital Logbook, you can expect to see value and benefits in several key areas, such as:
Central Repository for Asset Data
Our Digital Logbook is a centralized repository for all asset-related data, eliminating the need for scattered paper records or disparate digital systems. A single source of truth for asset maintenance histories, repair activities, and testing results improves visibility and accessibility of critical asset information.
Streamlined Workflows and Collaboration
Our Digital Logbook provides real-time data access to your field technicians, streamlining workflows and fostering collaboration across teams managing field assets. Field technicians, maintenance crews, managers, and your back office can seamlessly share and update asset logs, improving problem-solving and decision-making.
Reduced Errors and Improved Data Quality
TrueContext’s ability to predefine workflows, automate error-checking, and enforce data validation means that capturing asset data in our Digital Logbook significantly reduces the likelihood of human errors, omissions, or inconsistencies in asset data. This ensures the accuracy and integrity of your asset data.
Traceability and Audit Trails
Every submission to our Digital Logbook is time-stamped and recorded, leaving a comprehensive audit trail for asset management activities. This traceability enhances transparency, accountability, and the ability to track and review changes made to asset records.
Compliance and Regulatory Readiness
Our Digital Logbook includes electronic signatures, version control, and audit trails that facilitate compliance with regulatory requirements in asset-intensive industries. Historical records can be easily retrieved during audits or inspections, demonstrating adherence to standards. Additionally, submissions made through the TrueContext mobile app can be formatted to meet the requirements of any governing body, as well as track and trace capabilities for supervisors and branch managers is readily available through an Analytics platform pre-configured with dashboards and reports.
Mobility and Flexibility
TrueContext’s Asset Maintenance Solution uses a QR code, generated by the Digital Logbook, that can be placed on or near the asset. Using the TrueContext Mobile App, field technicians can scan this QR code and access and update the asset’s logs from any device, whether a desktop, tablet, or smartphone, providing maximum flexibility and convenience in managing field assets.
By centralizing asset information using our Asset Maintenance Solution and our Digital Logbook, your organization can streamline operations, improve data quality, enhance collaboration, maintain traceability, ensure compliance, and ultimately maximize the efficiency of your asset management processes.
Solution Features
The TrueContext Asset Maintenance Solution is comprised of the following Workflows:
The Asset Maintenance Solution uses a Digital Logbook to store information about an asset and a QR code, that can be attached to the asset, or in a nearby location, to access the data stored in the Digital Logbook using the TrueContext Mobile App.
When the technician scans the QR code they will be provided with all of the data from previous visits, stored in the Digital Logbook. This data will help populate the forms the technician will use to complete the work they are there to perform, as well as inform the technician of any outstanding work, safety concerns, or AHJ violations.
Solution Components
Form
- Repeatable sections
- Push to repeat
- Data source (List of pre-defined tasks for the asset; Load any existing information about the site or asset)
- Data destination (Repeatable destination outputs configuration; Match column for updating existing items)
Note: the Data Destination must be compatible with Repeatable Sections
Documents
- Full log of tasks completed, and outstanding, after each visit
- Technician signature
- Custom document layout is also available
Data & Analytics
- Dashboard with summary KPI's
- Filtering based on Directive Status, Region, Department and Branch City
- Extraction of list report data to Excel is also available
- Drill through to pdf document also available
Solution Deployment
If you would like any consultation on how to set up this Solution or would like to have TrueContext's Professional Services team deploy this Workflow for you, please reach out to us at success@truecontext.com and we will be happy to discuss what options are available to you.
Initial Setup
- Configure foundational framework
- Includes initial data modeling and Analytics platform configuration
- Training
Workflow Setup
- Initialization: First Visit workflow creates a digital logbook for asset maintenance
- Compliance: AHJ compliance handling and alerts based on due dates
- Testing: Asset testing (scheduled & completed tests, including technician sign off)
- Maintenance: Scheduled & completed tasks with follow-up dates and alerts via Analytics
- Repair: Documented repair completed on each asset, by date and technician
- Safety: Documented safety log completed on each asset, on each visit, by date and technician
Data & Analytics
- Includes platform administration, role-based access and general configuration
- Initial data model and dashboard/report(s) setup included with the First Visit workflow
- Administrator and User Training
Solution Assets
Forms
To help you build this Workflow for your own organization, we have provided the following Excel file, documenting how the form in this Workflow has been built:
Digital Logbook
Design, Documentation, and Analytics
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